Administrative Assistant 4

Washington State Liquor And Cannabis Board; Olympia (WA); Hybrid; USD 48,000 - 64,000; Full time

Benefits offered by this job

Flexible schedules

Telework options

Job summary

Washington State Patrol is seeking an Administrative Assistant 4 for the Communications Division. The role involves acting as the principal administrator to the Division Commander and Assistant Commander, coordinating calendars, travel, and records management, and supporting seven Station Managers and Training Team Managers.

The position requires strong MS Office skills and several years in office administration; it emphasizes accuracy, deadlines, and coordination with IT and other agency staff.

Qualifications

• High School diploma or GED equivalent.
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Three years of experience using Microsoft Office Suite, including Word, Excel, Publisher, PowerPoint and Microsoft Teams.

Responsibilities

• Serves as Administrative Assistant 4 to the Communications Division Commander and Assistant Commander; provides administrative support to seven Station Managers and Training Team Managers.
• Provides administrative and secretarial support to the Division; coordinates office operations and maintains the Commander's calendar.
• Screens, prioritizes, and distributes mail; makes travel arrangements for Division staff; maintains division files and coordinates records retention.
• Monitors deadlines and reconciles expenditure reports; maintains knowledge of databases used within WSP (TEMS, TAS, NEOGOV, etc.).

Skills

Microsoft Office Suite

Administrative experience

Education

High School diploma or GED

Tools

TEMS

TAS

NEOGOV

Job description

About the Agency & Division

The Washington State Patrol is committed to being an Equal Opportunity Employer and strives to foster an environment in which everyone is encouraged to be their authentic selves, communicate openly, and act with courage. The WSP is dedicated to promoting fair and equitable hiring, training, and promotional practices through innovative recruitment and retention strategies.

The Communications Division employees are true first responders and are the lifeline for our Troopers and many contracted agencies. Located in seven communications centers throughout Washington State, Communications Officers provide around-the-clock professional emergency support to the WSP, federal, state, local and tribal agencies. Communications Officers answer 911 calls and initiate emergency services to meet the needs of the public and officers in the field.

Reporting to the Division Commander, the Communications Division AA4 acts as the principal administrative assistant to the Commander and Assistant Commander but also provides administrative support to the Division Headquarters staff and seven Communications Center Station Managers and the Training Team Manager. This includes: exercise independent judgment to accomplish tasks and solve problems within the position’s scope of authority; support the Mission of the WSP and the Communication Division goals, objectives, and values; monitor deadlines to ensure all tasks are completed accurately and on time; ensure AA4 SOP manual(s) is up to date; and all other documents that need to remain current; maintain, update, and coordinate division headquarters calendars/schedules; make travel arrangements in or out of state for all employees in the Division as requested; maintain a master filing system for all correspondence, documents, contracts, invoices, etc.; review and reconcile expenditure reports and submit vouchers for the Division to ensure timely payments; order, track and maintain supplies and equipment; have a working knowledge of all the data bases used within WSP (TEMS, TARS, Remedy, etc.); screen, prioritize and distribute mail; and function as the Records Retention Coordinator for Communications Division Headquarters.

Our new teammate will be able to:

• Serves as the Administrative Assistant 4 to the Communications Division Commander and Assistant Commander, and provides administrative support to the seven Station Mangers and Training Team Managers (CO4s).
• Provides administrative and secretarial support to the Division.
• Provides secretarial support to the Division Commander and Assistant Commander; coordinates office operations; maintains Commander's calendar.
• Screens, prioritizes, and distributes mail; and screens calls and visitors.
• Makes travel arrangements for Division staff for in-state and out-of-state travel.
• Maintains Division vehicle files and ensures each vehicle is meeting vehicle maintenance requirements.
• Maintains files and performs as the Records Retention Coordinator for the Division in compliance with record retention requirements.
• Monitors deadlines to ensure all tasks are completed accurately and on time.
• Reviews and reconciles expenditure reports and submit vouchers for the Division to ensure accuracy and timely payments.
• Maintains a working knowledge of all the databases used within WSP (TEMS, TAS, NEOGOV, etc.)
• Coordinates with other agency staff members on administrative practices and procedures.
• Serves as liaison with ITD to authorize access to databases, emails, etc. Coordinates and monitors the assigned parking for the Helen Sommers Building (HSB).
• Orders supplies and equipment on behalf of the entire Communications Division, to include but not limited to: office supplies, headsets, radio technology equipment, computer equipment, furniture (chairs, cabinets, etc.)

Required Qualifications

• High School diploma or GED equivalent.
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Three years of experience using Microsoft Office Suite, including Word, Excel, Publisher, PowerPoint and Microsoft Teams.

The full position description is available upon request.

If you have gotten this far and are thinking you do not qualify, consider again. It may be that lived experience, volunteer positions, or a combination of experience and education could demonstrate your ability to perform the duties within this job. If you are excited about this role but you’re not sure if your experience or held credentials align perfectly with every qualification in the job description, we encourage you to apply anyway and contact the HR Consultant below to discuss your situation specifically. You may just be the needed candidate for this or other roles.

Why work for the Washington State Patrol?

• Ahealthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• Opportunities to serve your community and make an impact through meaningful work.
• Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01.
• Qualification for the Public Loan Forgiveness Program.

Equity Competencies

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

NOTE

This is not a full-time telework position. Candidates must be able and willing to work in the office and commute to the official duty station. A hybrid or flexible work schedule may be available after training and/or probationary period has been successfully completed.

The Washington State Patrol does not provide immigration sponsorship; therefore, applicants must possess work authorization that does not require employer sponsorship.